University Registrar

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OFFICE OF THE

University Registrar

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Ordering Your Transcript

  

Please note that transcript orders received before 9:00 p.m. EST are processed by the Office of the University Registrar (Records and Services) within 3 to 4 business days.

If you are an applicant to the School of Graduate Studies, who is a graduate or current student of Queen's at either the undergraduate or graduate level, you do NOT need to request your Queen’s transcript. Your Queen’s academic record will be reviewed by the School of Graduate Studies as part of the decision about your admission.

                                                     

Medicine Transcripts

In accordance with the decision made by Senate, medical students (who have also taken undergraduate and/or graduate coursework at Queen’s) now have the option of requesting a separate transcript of their work toward their medical degree.   The Medicine-only transcript will include only the coursework taken and grades received at the School of Medicine.  It will, however, show all degrees received from Queen’s and will have a notation at the end of the transcript which will indicate that the transcript shows only the courses and grades from the Doctor of Medicine program in the School of Medicine.

Medical students, who wish to send a transcript of only their Medicine coursework, can NOT order these transcript online via SOLUS (See CaRMS exception below).   Instead, they should complete and submit the Transcript Request Form and payment to the Office of the University Registrar.  The transcript request form should state (under “Special Handling Instructions”) that they want only their Medicine transcript to be mailed out.

NOTE FOR  CaRMS (The Canadian Resident Matching Service) TRANSCRIPTS:  As part of the MD program, each student is required to submit their official transcript to CaRMS.   When directed by the School of Medicine, each 4th year student should submit their official transcript order and pay the $15 transcript fee via SOLUS.  One package of all transcripts will be sent by the Office of the University Registrar (OUR) via FedEx directly to CaRMS for each of the students listed on the CaRMS spreadsheet provided by the School of Medicine.   Each of the transcripts sent to CaRMS will be a Medicine-only transcript.  If a student wishes to send their entire Queen’s University transcript (Medicine coursework + work completed in other faculties), they will need to contact the Curricular Coordinator – Clerkships at the School of Medicine.

Ordering Policy

Your transcript is a confidential document.

To ensure your records are kept secure, your signature is required for verification purposes. If you are ordering online, your NetID and password are required before copies of your academic record can be released. For that reason, we are unable to accept transcript requests via e-mail, and to maintain the security of your transcript, we are unable to send your transcript by e-mail or facsimile. All transcripts will either be held for pick-up or sent by regular mail. *For Email exceptions, please see details in the 'Ordering by Email' section located below)

NOTE: If you are picking up your transcript, you must show Photo ID before it will be released to you. Transcripts picked up on your behalf must be accompanied by a written letter of authorization, signed and dated by you. The name of the person authorized to do the pick up must be included on the letter and they must be able to provide government issued photo ID to verify their identity. You may also submit your signed letter via email attachment to transcpt@queensu.ca

Please be aware that the Office of the University Registrar assumes no liability for transcripts that have been sent by regular mail which are not delivered to their intended address. In such cases, the student assumes responsibility, and any replacement transcripts requested will be subject to the stated standard rate of $15.00 per copy. If you require a speedier mail delivery service, please choose the courier option. Click here for the cost of transcripts and courier charges.

Printing Dates
GRADES

Fall Term

January 12th
Winter Term May 12th
Summer Term June 1st
SPRING DEGREES

Degrees conferred in Spring will appear on official transcripts as follows:

M.D.,

School of Business (excluding Commerce),

School of Graduate Studies

May 22nd
All others June 1st
FALL DEGREES

Degrees conferred in Fall will appear on Official Transcripts November 1st

​PLEASE NOTE: Although grades may appear in the SOLUS Student Centre early, they will not print on official transcripts until the date noted above For students in the Queen's School of English and Continuing Teacher Education, grades will print on your Official Transcript once they have been posted in SOLUS.

Ordering via the SOLUS Student Centre
Your NetID

In order to login to the SOLUS Student Centre, you will be asked to provide your NetID and password.

Some alumni may not remember their NetID, while others may never have been issued one while they were students.

The NetID is an issued combination of letters and numbers which is unique to each student. Think of it as your individual passkey to unlocking online services from Queen's.

If you don't have a NetID, you can activate one by going to https://netid.queensu.ca/self-service

This utility will require two things - one of which is your Student ID Number. If you do not remember your Student ID Number, you can contact the Office of the University Registrar at 613.533.2040, and our staff will be able to assist you.

If you have your NetID, and don't remember your password, you can do either of the following:

  • If you created your Challenge Questions and supplied an Alternate Email address, you can use the  Self Service Password Reset Tool
  • If you did not create your Challenge Questions and did not supply an Alternate Email address, you will have to contact the IT Support Centre at 613.533.6666 or complete the Online Help Form
Pop-Ups Welcome

If you are planning on printing forms from the SOLUS Student Centre, please ensure that your web browser (Internet Explorer, Google Chrome, Mozilla Firefox, Safari) is set to allow pop-up windows.

SOLUS generates form requests by producing them in an Adobe pdf format in a new browser window. If your browser is set to block pop-ups, then your forms will not appear on your computer.

In order to help users be able to allow pop-ups, an instruction sheet has been produced that lists the steps involved. The document lists the steps for each of the web browser formats mentioned above, for both the Mac and PC computing environments:

How to allow browser pop-ups.

Logging in...

  • 1. Navigate to https://www.my.queensu.ca and log in using your NetID and password.

    1. Navigate to https://www.my.queensu.ca and log in using your NetID and password.

  • 2. In the upper right hand corner, click on the banner labeled 'SOLUS' to access the Student Online University System.

    2. In the upper right hand corner, click on the banner labeled 'SOLUS' to access the Student Online University System.

Logging into SOLUS

Placing your Order

  • 1. On the main page of SOLUS, click on the 'other academic...' dropdown box and select 'Transcript: Request Official'. Click the go button.

    1. On the main page of SOLUS, click on the 'other academic...' dropdown box and select 'Transcript: Request Official'. Click the go button.

  • 2. A) Select if you want the transcript printed immediately, or wait to reflect term grades or reflect degree conferral.      B) Choose if you want Canada Post mail, FedEx courier, or to pick up from the University Registrar's Office.      C) If you are sending direct to an external agency, include their name, and phone number, as well as a reference number if available. If sending to yourself please fill in your own phone number.      D) Enter an address for the transcript to be sent to.

    2. A) Select if you want the transcript printed immediately, or wait to reflect term grades or reflect degree conferral.

        B) Choose if you want Canada Post mail, FedEx courier, or to pick up from the University Registrar's Office.

        C) If you are sending direct to an external agency, include their name, and phone number, as well as a reference number if available. If sending to yourself please fill in your own phone number.

        D) Enter an address for the transcript to be sent to.

  • 3. Confirm all address information is correct, then when you are ready to proceed, click 'Process Request' to be taken to the payment processing page.

    3. Confirm all address information is correct, then when you are ready to proceed, click 'Process Request' to be taken to the payment processing page.

  • 4. Fill in your payment details then click "Pay with your Credit Card" to finalize the transaction.

    4. Fill in your payment details then click "Pay with your Credit Card" to finalize the transaction.

Ordering official transcripts via the SOLUS Student Centre

 

Ordering by mail

Please print off the transcript request form, complete it, sign it and return it to us along with your payment.

Transcript Request Form (67 KB)

  • Include a cheque or money order made payable to Queen's University and record your student number on the face of your payment; transcripts are $15.00 each.
  • SORRY - NO CREDIT CARD PAYMENTS ARE ACCEPTED FOR MAIL REQUESTS. At this time, credit card payments are only accepted if ordering on-line via SOLUS.

When will your transcript be ready?

  • Waiting for marks or your degree to show?  Please check marks release dates before ordering
  • Records prior to 1975 may be on roll film or microfilm - may take 5 to 10 business days
  • Hold the order for pick-up - will be ready in 3 to 4 business days
  • Sending by regular mail - will go out in the mail in 3 to 4 business days
  • Sending by courier - will go out by courier in 3 to 4 business days. Please check here for courier rates and approximate delivery times
Ordering in person

Please come to the reception area of the Office of the University Registrar (Records and Services) at:

Gordon Hall, Room 125

Queen's University

74 Union Street,

Kingston, Ontario K7L 3N6

NOTE: If you are picking up your transcript, you must show Photo ID before it will be released to you. Transcripts picked up on your behalf must be accompanied by a written letter of authorization, signed and dated by you. The name of the person authorized to do the pick up must be included on the letter and they must be able to provide government issued photo ID to verify their identity.

Our office hours are Monday to Friday

  • September to May - 8:30 a.m. to 4:30 p.m. EST
  • June to August - 8:30 a.m. to 12:00 noon and 1:00 p.m. to 4:30 p.m. EST

 

We are closed the 1st and 3rd Thursday of each month until 10:00 a.m. for staff meetings and on statutory holidays.

What do you need to order your transcript?
  • Pick up order - We will print the transcript while you wait
  • Student number
  • Complete address or addresses of where you would like your transcript(s) sent
  • Street address (no P.O. boxes!) and phone number if ordering by courier!
  • Valid photo ID
How do you place your order?
  • Complete the form available in our reception area
  • Make payment by cash, debit, money order or cheque.
When will your transcript be ready?
  • Are you waiting for marks or your degree to show? Please check marks release dates before ordering
  • Records prior to 1975 may be on roll film or microfilm, and may take 5 to 10 business days to process.
  • Ordering for pick-up -  we will print this while you wait (Please note, however, in order to receive a transcript immediately, you will need to pay by cash or debit. Credit cards cannot be accepted at the front counter).
  • Sending by regular mail - will go out in the mail in 3 to 4 business days
  • Sending by courier - will go out by courier in 3 to 4 business days - please check here for courier rates and approximate delivery times
Ordering by Email

EXCEPTION TO POLICY FOR ORDERING VIA EMAIL

Transcript requests may be placed by email (preferably your @queensu.ca email account) if you do not want to place your order via SOLUS because you already have a credit balance in your student account and do not want to submit another payment when ordering.  If you do not have a credit balance you may not place your order via email.  Please do the following:

1) Complete and sign the Transcript Request Form found here:

Transcript Request Form (67 KB)

2) Indicate on your request form  that you want to pay for your order using your credit in your student account

3) Attach your signed request form to your email and submit this to transcpt@queensu.ca

4) Requests will be processed within 3 to 4 business days and then will be available for pick up, mail or courier

Overdue Account?

Information regarding the University's Senate Policy on Overdue Accounts can be found here.